The University of Southern California (USC) is seeking an experienced Executive Secretary to support the Office of the General Counsel (OGC). Reporting directly to the Executive Administrative Manager, the Executive Secretary willbe responsible for providing senior-level administrative support to the attorneys in the office, in day-to-day business and legal matters requiring a high degree of confidentiality, initiative, thoughtfulness and follow-through. The Executive Secretary will perform diverse administrative assignments and tasks that may involve interactions with executives both internal and external to USC. While proactively analyzing information and anticipating needs, changes and daily demands, the Executive Secretary will play a key role in the OGC by demonstrating enthusiasm, resourcefulness, and maintaining a strong work ethic with a high degree of accountability.
Specific/Additional Accountabilities Include:
Implement the directives and operations of OGC on a daily basis; may include functions such as managing electronic information systems, authorizing maintenance and repair of equipment and facilities, ensuring department's conformity to university policies and procedures, resolving complex departmental problems.
Perform a variety of administrative tasks, including those associated with heavy scheduling and coordinating meetings, travel and planning events.
Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and ensures OGC's needs are met as appropriate.
Types and proofs a variety of correspondence, forms, agreements, documents, memoranda, and reports in an accurate and efficient fashion.
Handles agreements, subpoenas, document requests, document redactions.
Answers telephones, routes calls, takes messages and/or provides information in accordance with department or university policy; reads and routes incoming mail/email to conserve executive's time.
Front desk coverage which requires in-person, on site.
Deliver/retrieve documents from other offices.
Establishes and maintains hard copy and/or electronic files and records, including that of sensitive information.
Maintains the confidentiality and currency of office records and files.
Maintains currency on revisions to department and/or university policies and procedures.
Manages special projects.
Performs other related duties as assigned or requested.
The university reserves the right to add or change duties at any time.
The University of Southern California values diversity and is committed to equal opportunity in employment.
The Ideal Candidate Will Have:
Bachelor's degree; combined experience/education as substitute for minimum education
3 or more years' direct experience supporting attorneys and/or executives in an academic or corporate/legal environment; 5 years' or more preferred
Deep experience performing administrative work that requires analysis, initiative, discretion, and independent judgment.
Excellent interpersonal/communication skills, both orally and in writing.
Ability to thrive on personal connections and manage multiple projects, processes, and tight deadlines simultaneously in a fast-paced environment, while working with a diverse audience both inside and outside the organization.
Demonstrated proactive approaches to problem-solving with proven decision-making capability.
Strong computer skills; proficiency with Microsoft Office (Word, Excel, PowerPoint and Outlook), Adobe, DocuSign.
Demonstrated ability and willingness to continuously acquire new competencies.
Flexibility and willingness to work through day-to-day manual tasks and meet deadlines with little direction, often in a highly ambiguous environment.
Ability to build credibility at all levels, exhibiting a high degree of emotional maturity and intelligence.
Ability to maintain the confidentiality of sensitive information.
**This is an hourly, non-exempt position.**
** Legal secretarial experience is highly preferred.**
The hourly rate range for this position is $32.70 - $33.34. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.